How to create a folder in OneDrive based on the message content when a message is posted in Microsoft Teams

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2. If you haven't registered with Yoom yet, please register
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When the Flowbot template is copied to "My Projects", the above display will appear.

You will be taken to a page like the image, so let's proceed with detailed settings.

Step 3: Retrieve and extract the string posted to Microsoft Teams

1. Open My Projects

Open "My Projects" from the menu on the left side of the screen.

2. Open the copied template

Click "[Copy]When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content".

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3. Select an app trigger

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Click "When a message is sent to the channel" on the Microsoft Teams icon.
Since the title and other settings are complete, press Next.‍

4. Set the trigger interval

Set each item.

First, set the trigger interval.
The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. A shorter setting is generally recommended.
Please note that the shortest activation interval varies depending on the plan.

Each ID can be selected by clicking the box.

Since it is displayed in a list, please select the ID you want to link with OneDrive.

5. Run the test

Once the settings are complete, press the test button.
If "Test Successful" is displayed, it is complete. Click Save.

Continue to "Extract data from text".

1. Extract data from text

Click "Extract data from text".
Scroll down.

2. Set required items

Since you are using a template, the settings are complete as shown in the image.

In this case, as shown in the red frame, <span class="mark-yellow">if the string 【Client Name】 is inserted in the message content, AI will retrieve the client name and create a folder in OneDrive with that name.</span>
Once confirmed, press Save and proceed to the next step.

As a supplement, <span class="mark-yellow">it is also possible to change the branching condition words to 【Employee Name】 or 【Project Name】, etc.</span>

3. Run the test

Once the settings are complete, press the test button.
If "Test Successful" is displayed, it is complete. Click Save.

Step 4: Set up to create a folder in OneDrive

1. Integrate with the app

Click "Create folder" with the OneDrive icon.
Press Next.

2. Enter required items

You will be taken to the page in the image. Enter the required items.
Each ID will be displayed by clicking the box.

Click to insert from the displayed items.

Reuse the data sent in the test for the folder name.

Click the box and select Extract data from text.

Since the extracted data is displayed as shown in the image, select "Client Name" from it.
This allows you to register the client name extracted from the message content directly as the folder name.
Create the folder name in the same way.

3. Run the test

Once all settings are complete, press the test button at the bottom of the page.
If "Test Successful" is displayed in blue, the settings are complete. Press Save.

4. Turn on the trigger

When the Flowbot creation is complete, the above display will appear. The trigger is initially set to OFF, so turn it ON.

To further automate

Yoom is packed with ideas and features to facilitate smooth business operations, not just automation.
For example, it is possible to customize the automation introduced this time to better suit your needs.

Application example 1: Notify when folder creation is complete

Enter the relevant flow creation page in My Projects and click the three-dot leader in the upper right corner.
By pressing "Notify on workflow completion" in the red frame part of the image, a notification will be sent to the address registered with Yoom when the entire flow is complete.
This makes it easier to determine whether the file has been created properly, and should save you the trouble of checking it yourself.

Application example 2: Create folders with database information

For example, if you manage client information with a database tool like Notion, it is also possible to create a folder from the details page of a specific client.
You can use the client name listed in Notion directly as the folder name, and the folder URL will be automatically listed in Notion.
This may facilitate smoother sharing with members.

Flowbot template used this time
When a message is posted on Microsoft Teams, create a folder in OneDrive based on the message content

Other Automation Examples Using Microsoft Teams and OneDrive

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Microsoft Teams and OneDrive.

If you find something interesting, please give it a try!

‍Automation Examples Integrating Microsoft Teams and OneDrive

You can notify Microsoft Teams when a file is saved to OneDrive, or notify Microsoft Teams of the content read by OCR when a file is saved to OneDrive.
Additionally, it is possible to integrate by saving files posted to Microsoft Teams into a specific folder in OneDrive.

Automation Example Using Microsoft Teams

Notify Microsoft Teams When a Task is Added

Automatically notify Microsoft Teams when a task is added to Trello, Asana, or similar platforms.

After a web meeting, transcribe and summarize the content, then notify Microsoft Teams

After a meeting on Zoom or Google Meet, automatically transcribe and summarize the content, and notify Microsoft Teams.

Notify Microsoft Teams of Today's Schedule and Upcoming Deadlines

Automatically notify Microsoft Teams of the day's schedule from Google Calendar and tasks with deadlines today from Notion.

Automation Example Using OneDrive

Automatically Upload Email Attachments to OneDrive

Automatically upload files attached to Gmail or Outlook emails to OneDrive.

Create a folder in OneDrive based on form responses

Automatically create a folder in OneDrive based on responses from Jotform, Typeform, etc.

When a client is registered in the database, create a folder for each client in OneDrive

When a client is registered in Google Sheets, Salesforce, or similar, a folder for each client is automatically created in OneDrive.

Benefits and Examples of Integrating Microsoft Teams with OneDrive

Benefit 1: Reduction of Effort and Efficiency Improvement

By reading the text of a specific channel in Microsoft Teams and creating a dedicated folder in OneDrive, you can reduce the effort required to create files and potentially improve work efficiency.
For example, when creating a folder for a new client, you would first need to check the client name and then access OneDrive separately to manually create a new folder.
While this is not a particularly difficult process, it can become burdensome during busy periods when the number of folders to be created increases.
By implementing this integration, folders can be automatically created just by sending a message in Microsoft Teams, leading to improved work efficiency.

Benefit 2: Avoiding Errors through Process Standardization

Automating the creation of dedicated folders for new clients or new employees standardizes the process and makes it easier to avoid errors during folder creation.
A common mistake is creating a folder with the wrong company or employee name. Have you ever experienced creating a second folder when someone had already created one?
These errors should be preventable with this automation.
As a result, it becomes easier to smoothly save data in folders created with the correct company or employee names.

Benefit 3: Strengthening Collaboration through Quick Folder Creation

Integrating Microsoft Teams with OneDrive may strengthen collaboration among teams.
For example, suppose a lead acquired by sales representatives or the marketing team matures and becomes a client. By posting the company name in a specific channel in Microsoft Teams, departments like accounting, which save invoices and receipts, should be able to save data without confusion.
Additionally, during onboarding, many documents need to be stored, and this integration may make it easier to store documents related to onboarding procedures.

Conclusion

When a dedicated folder is automatically created in OneDrive, it not only reduces effort but also allows other members or specific departments to save files without confusion. It may also become easier to avoid errors such as creating two folders by mistake or creating a folder with a different name.

Yoom enables app integration without the need for programming. Even non-engineers can easily integrate apps, allowing those who have given up before or thought it seemed too difficult to try automation with ease.
Take this opportunity to utilize Yoom and experience the benefits of automation!